Privacy Policy

Last Updated: 19th February 2026

Your privacy is my priority. Everything you share—your goals, challenges, and session materials—is kept confidential and secure. It's used only to personalise your coaching. You have full control over your information and can request its removal at any time.

This policy explains exactly what information I collect, how I use it, and your rights.

What Information I Collect

When you contact me or sign up:

Your name and email address (through contact forms, newsletter signups, or the personality quiz)

When we work together:

• Session recordings (audio and video) from our coaching calls
• Voice memo notes you send via WhatsApp
• Written work, grammar exercises, or materials you submit by email or WhatsApp
• Payment information (processed through Stripe or Bizum, or via bank transfer)
• Any other materials you share during coaching (goals, challenges, progress notes)

Website usage:

Basic technical data like IP address, browser type, and pages visited (collected automatically by MailerLite and standard web hosting)

How I Use Your Information

Coaching and support:

• To deliver your coaching programme
• To send you session recordings and AI-generated transcriptions with grammar and language feedback
• To create personalized mindset recordings based on your specific challenges and goals
• To track your progress and personalise our work together

Communication:

• To respond to your enquiries
• To send you emails about your coaching or my newsletter (you can unsubscribe anytime)

Business operations:

• To process payments
• To maintain records for accounting and legal purposes

AI transcription: I use Descript (an AI transcription service) to transcribe our session recordings. This helps me provide you with written feedback on grammar and language patterns. I only do this with your explicit permission, which I get before we start recording.

Who Has Access to Your Information

Me (Richard Marshall): I'm the only person who sees your coaching materials and session recordings.

My Virtual Assistant: My VA has access to the back end of MailerLite for administrative tasks. She does not have access to session recordings or payment information.

Third-party tools: Your information is processed by the following services:

• MailerLite (email marketing and website hosting)
• Zoom and Google Meet (video calls)
• Descript (AI transcription of session recordings)
• Stripe (payment processing for card payments)

These companies have their own privacy policies and security measures. I only work with reputable providers.

How Long I Keep Your Information

Active clients: I keep your information for as long as we're working together, plus any period needed to provide follow-up support.

Session recordings: I keep session recordings and transcriptions for the duration of our coaching relationship and for a reasonable period afterwards (typically 12 months) in case you want to review them. You can request deletion at any time.

Email lists: If you're on my email list, I keep your email address until you unsubscribe.

Legal and accounting: Some information (like payment records) must be kept for tax and legal purposes, typically 6-7 years.

Your Rights (GDPR)

You have the right to:

• Access your data: Ask me what information I hold about you and get a copy of it.
• Correct your data: Ask me to update or correct any inaccurate information.
• Delete your data: Request that I delete your information (subject to any legal obligations to retain certain records).
• Restrict processing: Ask me to stop processing your data while we resolve any issues.
• Object: Object to how I'm using your information.
• Data portability: Request your data in a format you can transfer to another service.
• Withdraw consent: If you've given permission for something (like recording sessions), you can withdraw that consent at any time.

To exercise any of these rights, just email me at richard@procoachenglish.com. I'll respond within one week.

If you're not satisfied with how I've handled your data, you have the right to lodge a complaint with your local data protection authority.

Recording Sessions

I only record our coaching sessions with your explicit permission, which I get before we begin. You can withdraw consent at any time.

All recordings are stored securely and only accessed by me. When I use Descript for AI transcription, the audio is processed by their system to generate your feedback transcriptions.

Security

I take reasonable steps to protect your information:

• Secure passwords and access controls
• Encrypted connections (HTTPS) on my website
• Trusted, reputable third-party services with their own security measures
• Limited access (only me and my VA where necessary)

However, no system is 100% secure. If you're sharing particularly sensitive information, we can discuss additional precautions.

International Data Transfers

Some of the tools I use (like Descript, Zoom, Google Meet) may process data outside the European Union, including in the United States. These services have appropriate safeguards in place to protect your data in accordance with GDPR requirements.

Changes to This Policy

I may update this privacy policy from time to time. If I make significant changes, I'll let you know via email or a notice on my website.

Contact Me

If you have any questions about this privacy policy or how I handle your data

Legal Information

Data Controller: Richard Marshall, trading as Pro Coach English

Legal basis for processing:

• Your consent (for recordings and email marketing)
• Contract performance (for delivering coaching services)
• Legitimate interests (for business operations and improving my services)
• Legal obligations (for keeping financial records)

This privacy policy applies to procoachenglish.com and the services I provide through it.